The Business section helps you stay on top of payments, send invoices, manage customer credit, and keep your accounting software up to date. It connects your daily sales to your books so you spend less time on admin.Documentation Index
Fetch the complete documentation index at: https://docs.florists.digital/llms.txt
Use this file to discover all available pages before exploring further.
This page covers features gated by Manager-tier permissions. Managers and Admins have these by default; your administrator can adjust who has them in Settings > Team.
Setting up your invoices
Before you start sending invoices, customise them in Settings > General > Invoicing:- Logo — upload your logo. Include your business name, address, phone, email, VAT number, and website below the logo so it reads like a letterhead.
- Invoice message — the default text that appears on every invoice (e.g., “Thank you for your order. Please see attached invoice.”)
- Footer — add your bank details (sort code, account number) and payment terms (e.g., “Strictly 30 days”)
- CC email — enter an email address to receive a copy of every invoice sent. Useful for your accountant, bookkeeper, or accounting software (Xero, Sage, and QuickBooks often accept invoices by email)
- Statement CC email — a separate CC address for monthly statements, if different from invoices
Invoicing
How invoicing works depends on the customer type:- Retail customers get a sales receipt by email straight after their order is paid
- Corporate customers get a formal tax invoice that goes against their account
Creating invoices
You can invoice a single order or multiple orders at once:- Single invoice — open any order and click Send Invoice
- Bulk invoice — go to Business and select multiple orders from the same customer, then click Create Invoice. Digital Florists combines them into one invoice.
Bulk invoicing
At the end of each month, you can invoice all your corporate customers at once:Generate invoices
Click Bulk Invoice Orders. Digital Florists creates one invoice per company, combining all their orders into a single PDF.
Checking if an invoice was delivered
After sending invoices, you can verify delivery in the Business Portal. Select the account customer, click View, and open the Notifications tab. Each sent invoice or statement shows whether the email was delivered or failed. If an email failed, check the customer’s email address is correct. As a workaround, you can download the invoice PDF from the invoices list and send it manually.Invoice types
| Type | What it’s for |
|---|---|
| Invoice | Standard billing for goods and services |
| Credit Note | A credit against a customer’s account — for example, after a complaint or return |
| Debit Note | An additional charge added to an account |
Invoice statuses
- Unpaid — no payments applied yet
- Partially Paid — some money received, balance still outstanding
- Paid — fully settled
Managing payments
Recording a payment
If a customer pays by bank transfer or another method outside Digital Florists:Open the invoice or the customer's account
Find the invoice in the customer’s record, or open the customer profile directly if you want to apply the payment across multiple invoices.
Partial payments
You can record partial payments against an invoice. Digital Florists tracks how much has been paid and how much is still outstanding. When the full amount is received, the invoice automatically moves to Paid.Reconciling payments
For corporate customers who pay multiple invoices at once, use the reconciliation tool:Review the suggested allocation
Your dashboard suggests which invoices to apply the payment to, usually oldest-first.
Credit management
Digital Florists tracks customer credit through several mechanisms:| Credit type | When it’s used |
|---|---|
| Credit Note | Issued to a customer’s account, usually after a complaint or adjustment |
| Goodwill Credit | A gesture of goodwill — for example, a small credit for a late delivery |
| Overpayment | When a customer pays more than the invoice total, the excess becomes credit |
| Opening Balance | Credit migrated from a previous system |
| Refund Issued | Credit added as part of a refund process |
Customer balances
The Financials page shows each credit customer’s current position:- Orders total — unpaid orders not yet invoiced
- Invoices total — outstanding invoiced amount
- Credit balance — available credit on their account
- Book balance — the net position (invoices minus credits)
Applying credit
When creating a payment, you can apply a customer’s available credit against their outstanding invoices. The credit balance reduces automatically.Refunds and voids
- Refund returns money to the customer — for example, back to their card via Stripe. Digital Florists tracks refunds per payment method.
- Void cancels a transaction that was entered by mistake. It removes the transaction from your financial reports without triggering a payment.
Voiding a transaction removes it from reports entirely. If you need a record of the reversal, use a refund instead.
Accounting integration
Connect Digital Florists to Xero, QuickBooks, or Sage so your financial data flows into your accounting software automatically. Once connected:- Invoices are pushed to your accounting software
- Tax codes are mapped to your chart of accounts
- Your accountant always has up-to-date figures without manual exports
Payment methods
Digital Florists comes with seven default payment methods — Cash, Card (Stripe), Account, Gift Card, Bank Transfer, Cheque, and Pay on Fulfilment — and you can add custom methods. For the full reference (what each one does, the settings flags, where each appears, how to add a custom method), see Payment Methods.
Common questions
Can I send individual invoices instead of bulk?
Can I send individual invoices instead of bulk?
Yes. Open any order and send an invoice or receipt directly from there.
What if a corporate customer exceeds their credit limit?
What if a corporate customer exceeds their credit limit?
Your dashboard warns you and blocks new orders for that customer until their balance is reduced. You can override this if needed.
Does the Xero/QuickBooks sync happen automatically?
Does the Xero/QuickBooks sync happen automatically?
Yes. Once connected, data syncs automatically. You can also trigger a manual sync or download a formatted export file from Reports.
Can I issue a refund to a different payment method?
Can I issue a refund to a different payment method?
Yes. You can choose any available refund method regardless of how the customer originally paid. See Refunds for the full mechanics — including the note that card refunds aren’t sent to Stripe automatically.
How do I write off bad debt?
How do I write off bad debt?
You can issue a credit note against the outstanding invoice amount. This clears the balance without processing a payment.
What’s next?
End of Day
Reconcile your till and close out the day.
Reports
Download financial reports and accounting exports.
Customers
Manage customer accounts and credit terms.
Point of Sale
Take payments at the till.